Privacy Policy

Last updated: 10/29/2026

1. Who We Are

This platform is owned and operated by PlanRez. We are the data controller for the personal data described in this notice — we decide what data is collected and why. For data that operators upload about their own guests, the operator is the controller and we act as a processor on their behalf. Contact: privacy@planrez.com.

2. Personal Data We Collect

• Account data — name, email address, phone number, password credentials, business details.
• Operational data — bookings, guest manifests, invoices, messages and other content you enter into the platform.
• Support data — the content of support requests and correspondence.
• Usage and technical data — log data, device identifiers, IP address, pages viewed and feature usage.
• Billing identifiers — subscription status and customer references received from Polar. We do not store your card details.

3. Why We Use It and Our Legal Basis

• Creating and running your account and providing the service — necessary for performance of our contract with you.
• Billing, subscription management and invoicing — contract performance and compliance with legal (tax and accounting) obligations.
• Security, fraud prevention and platform integrity — our legitimate interests in keeping the service safe.
• Product improvement and analytics — our legitimate interests in improving PlanRez.
• Customer support — contract performance and legitimate interests.
• Marketing emails — your consent, which you can withdraw at any time via the unsubscribe link.

4. Who We Share Data With

• Polar Software Inc. — our Merchant of Record and reseller. Polar handles the sale of PlanRez subscriptions, payment processing, subscription management, tax compliance, invoicing and refunds, and processes the personal data needed for those purposes as an independent controller.
• Service providers and subprocessors — cloud hosting, database and storage, email delivery, and support tooling, all under contract and only to provide the service.
• Tour operators — when you make a booking, the relevant operator receives the booking details needed to deliver the experience.
• Professional advisers — legal, accounting and audit advisers where necessary.
• Authorities — where required by law or to protect legal rights.

We do not sell your personal data.

5. International Transfers

Our providers may process data outside your country, including in the EEA, the UK and the United States. Where required, transfers are protected by appropriate safeguards such as Standard Contractual Clauses or adequacy decisions.

6. Data Retention

We keep account and operational data for as long as your account is active. After closure we delete or anonymise it within 90 days, except records we must retain for legal, tax or accounting purposes (typically up to 7 years). You may request deletion at any time.

7. Security

We apply appropriate technical and organisational measures, including encryption in transit and at rest, row-level access controls, least-privilege access, and regular reviews.

8. Your Rights

Subject to applicable law (including the Kenya Data Protection Act and, where relevant, the UK/EU GDPR), you have the right to access, rectify, erase, restrict or object to processing, to data portability, and to withdraw consent. Where GDPR applies you may also lodge a complaint with your supervisory authority. Email privacy@planrez.com and we will respond within one month.

9. Cookies

We use essential cookies for authentication and session management, and limited analytics cookies to understand product usage. We do not use third-party advertising cookies. You can manage or clear cookies in your browser settings; disabling essential cookies will prevent sign-in.

10. Changes

We may update this policy from time to time. We will notify you of material changes by email or through the platform.

11. Contact

PlanRez — privacy@planrez.com. See also our Terms of Service and Refund Policy.